Calendar Data and Accounts Policy

Oracle Calendar (also known as CorporateTime) was retired from service on January 15, 2008 when it was replaced by Microsoft Exchange.

Effective: October 23, 2002

Table of Contents

Background

We have not deleted any information from the CorporateTime system since its initial roll-out in summer 1997. The amount of data has not been an infrastructure issue as the larger database has not slowed access to the system and the overall size of the database is still quite manageable. However, it has impacted our ability to recover and reuse licenses, a particular concern during these tight budget times. One peculiarity of CorporateTime is that if you delete a user's account, all of the data that the individual created are deleted from the system. Thus, history is altered for the people who remain active on the system and expect to be able to find old meetings and agendas in the database.

The following policy was proposed by our CorporateTime multi-disciplinary team after receiving advice from LSPs (Local Support Partners). The policy has been reviewed and approved by the ITC Directors.

Data Policy

  1. Beginning November 16, 2002, the U.Va. CorporateTime server will retain only three years of data in the system.
    1. Older data will be deleted from the system on an annual basis. In 2002, deletion of data older than July 1, 1999 will occur on November 16. In subsequent years, deletion of data older than July 1 three years earlier will occur in the fall to coincide with ITC's end-of-academic year account purges.
    2. Users will be notified several times before data is deleted and provided with options for archiving their old data if desired. A restore of this data by ITC will not be available. Archiving techniques are described at:
      http://www.itc.virginia.edu/desktop/ctime/archive.html
    3. This policy applies to staff, faculty, and students.

Accounts Policy

  1. Deactivation of Accounts
    1. Deactivation of accounts entails the ITC CorporateTime administrator or Accounts changing the password after departure of the account's owner from U.Va. so that no further logins to the account by the user or department are possible.
    2. CorporateTime accounts for people who leave the university will be deactivated at the same time that their other accounts are deleted.
    3. Departments needing access to the accounts of individuals in the department are encouraged to have the account owner create designate access prior to departing the University. Deactivation will not impact the department's ability to view data in the individual's calendar--only the ability to modify it will be removed.
    4. This policy applies to staff, faculty, and students.
    5. Notification: the deactivation/deletion policies will be made widely known via regular communication channels, so users should be aware of the policy that accounts will be deactivated after a person's departure and deleted after 3 years so that historical data will remain on other people's calendars in sync with all other CorporateTime data.
  2. Deletion of Accounts
    1. Following deletion of all data older than 3 years, accounts with no meetings scheduled in the last 3 years and no meetings into the future, and no activity (logins) in the past year will be deleted.
    2. This policy applies to staff, faculty, and student accounts.
    3. Once the account is deleted, ITC will be able to reuse the license for another person.
    4. Notification: if a user is still at U.Va., he/she will be notified of impending account deletion via an email.

Any questions regarding the above information may be emailed to ctime-consult@virginia.edu or you may call the ITC Help Desk at 4-HELP (434-924-4357).

© 2009 by the Rector and Visitors of the University of Virginia.

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